Collections Services: Acquisitions

Processing BNA Approval Invoices - Deposit Account

Adding money to the BNA deposit account

1. An invoice is created on Voyager using bib #1150122 “BNA approval deposit account invoice bib”. This invoice is attached to the fund that we are currently paying the deposit account with, i.e. FY2003 Monographs/Automatic Plans/ BlackwellBooks03.


2. An allocated fund is created in the “Deposit” ledger in the amount of the invoice. All approval plan invoices will automatically load into the system using the deposit account fund code. NOTE: When doing fiscal year roll-over and creating the fund structure for the new fiscal year, make sure the new Blackwell deposit fund has a fund code of “Approval”.

This is what the pbulkimport profile will be looking for when automatically creating the purchase orders. (To look at the bulkimport rule for BNA approvals, look in the System Administration module under the Cataloging section, Bulk Import Rules. The BNA approval profile is called shelf ready.)

Entering invoices against the deposit account

1. BNA approval invoices are loaded into Voyager using the “Prompt” bulk import rule. For this procedure see Processing BNA Approval Books (Promptcat). (pdf)


2. Acquisitions personnel will weed out the duplicates, locate serials and process the invoice as follows:
   · Return any duplicates or damaged items and line them off the invoice
   · Attach serial records to the invoice to replace the records that were deleted


3. Approve the invoice in the Acquisitions module.